How To Send an Email Reminder from Salesforce X Days before (Event, Contract...) End/Start Date?

by Kristina Alexandra


As simple as the requirement can sound it might be tricky to create the most efficient and testable way how to notify your internal or external users/customers about upcoming Events, Campaigns or expiring Contracts.

The requirement I had in one of my projects was to send out 30, 14, 7 and 1 day(s) reminder before Campaign Event_Date__c (custom field).

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Technically, we could go many routes here, but the most efficient, easiest to test and be sure that it will fire is a Workflow rule.

To achieve this functionality, I created a Workflow rule for every reminder. In the example below, you can see a Workflow rule that is firing every time it is 7 days to Event_Date__c.

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And when I was setting up the workflow rule, I used formula as Workflow Criteria to make sure its meets both requirements i.e Status is 'Signed Up' for the event and it is 7 days till the event. Please see my formula below.

AND( ISPICKVAL(Status, 'Signed Up'), 
Event_Date__c = TODAY()-7
)

Once this is setup, I have added an Immediate Actioon to fire an Email Alert.

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